Vendors
Room Location
This should ideally be in the path of the most people, whether members of the conference or (if you’re allowing the public in as well) close to the main entrance to the function space.
Table Cost/Memberships (and Conversion)
Tables should include the cost of one membership and the option to add more members to the vendor as needed. If you only include one set of publications, you can sell these additional memberships at a discount. If the vendors will take advantage of the Con Suite or other overhead-generating activities, take this into consideration before offering a blanket discount and limit the number you offer. Vendors have to eat, too, and will probably also participate in competitions, and they’re there to make money.
Vendor Contact/Selection/Agreement
Try to connect with the vendor coordinators from the last several CCs as well as vendors from local conventions. New blood is always welcome, but so are repeat vendors who can be relied on for materials.
Generally speaking, service vendors and suppliers are more popular than those who sell complete garments, but there are always exceptions to this rule. Specialized services like scissors sharpening should be advertised well in advance, so that members can plan for the opportunity to use those services.
Set-up (Room Configuration)
Provide enough table space for each vendor to allow for a table turned sideways, for garment racks, and for chairs for at least two per vendor space. Even if the vendor isn’t working with any assistance, having a second chair available is often handy for volunteers to mind the space.
Electricity, Internet, and Food
Vendors need to eat. Sometimes hotels will restrict outside food. Make sure your hotel contract allows for eating options. Also check the contract to ensure that there’s no additional (surprise) costs to providing electricity, or be prepared to pass that additional cost to the vendors. Same for Internet, especially if the hotel has poor access to outside data signals. Vendors need to be able to process onsite payments.
Load In/Load Out
Set your time realistically, so vendors have a chance to set things up to their satisfaction before opening to the public. Likewise, give them enough time to pack up and remove their wares prior to losing access to the hotel. You don’t want to wind up with a late fee and you do want to give people an opportunity to arrive and check in, unload, and settle as much as possible. Provide this information to them when you give them their confirmation, so they can plan accordingly.
Accessibility
If the room MUST be located off the main floor, ensure that there is easy access to elevators for both load-in and load-out AND for folks with mobility assistance devices (walkers, wheelchairs, or scooters). If this access is not readily available, choose a different location for the room, for everyone’s sake.
Security
Vendor areas should be secured at night, as soon as the room is clear of people. Make sure that the hotel provides not just locks but also a schedule for opening and closing every day. Consider engaging someone who is prepared to guard the space overnight as needed. Make sure you have enough insurance to cover losses, in the event of theft or damage to property.
Taxation
No matter where the CC is taking place, always check the laws in the jurisdiction regarding taxing sales. Most states require vendors to collect and deliver sales tax, and most conventions require vendors to handle licenses. Some states allow for temporary licenses, and these applications should be the vendor’s responsibility, but you should make it easy for them to find this information, if at all possible.
Sponsors
Sponsors should receive the majority of the same items as above, but if you have the space for it, you might dedicate a room or a larger portion of vending space to a single sponsor in exchange for cross advertising, additional payment to the CC, swag bag items, or other additional benefits that make it worth the sponsor’s time.
If you do decide to open space to one or more sponsors, make sure they receive mention in all of your communication channels (social media, website, and any publications you send to your members).
Simplicity, Bernina, and other companies have sponsored competitions or larger spaces in the past. It takes some legwork and a willingness to recognize the value of the resource.